Performance Evaluation and Supervisor Review Guidelines

The performance evaluation process is one of the most important tools we have to recognize and improve the contributions and skills of the individuals who make up our organization and to plan for our future success.  The Board of Regents requires that a performance evaluation form and conference be completed by the employee's immediate supervisor annually for the period from January 1 through December 31, except where performance requires more frequent review or when job responsibilities change substantially. This includes everyone except those employees who are still in their probationary period or for whom probationary evaluations have been completed since October. 

Index:

Purpose Performance Evaluation Forms
Annual Process Performance Rating Guidelines
Supervisor Review Process Performance Evaluation Form Workbook
Probationary evaluation Timetable for 2014
Monthly/Bimonthly evaluation FAQ about Performance Evaluation

Purpose

Completion of the performance evaluation process serves the following purposes:

  1. To promote communication between employee and supervisor about the employee's work performance, policies and practices within the unit which affect that performance, and means by which that performance might be enhanced.
  2. To establish goals and expectations for the coming year.
  3. To identify ways in which the employee can develop his/her skills and for encouraging such development.
  4. To review and make changes to the employee's position description so that it accurately reflects the duties and responsibilities of the employee.
  5. To provide justification along with other relevant information and the recommendation for salary increase.
  6. To assist supervisors in determining the overall performance rating.

All supervisory personnel will be evaluated on their performance as supervisors, on administering the annual performance evaluation process, and on adherence to the University's non-discrimination policies.

Annual Performance Evaluation Process 

The performance evaluation process begins at the time of hire or the beginning of the evaluation cycle from January 1 to December 31. Each employee’s position description is the source of job responsibilities and work standards upon which the formal performance evaluation is based.  The supervisor meets with all employees to review their detailed position description and job-related expectations.

  1. In December of each year, the supervisor forwards a performance evaluation form to the employee to complete the appropriate employee section as follows: 

    • Classified Employee Performance Evaluation form:  "Employee Remarks" – optional
    • Libraries' Faculty Performance Evaluation:  "Activities and Accomplishments" – mandatory
    • Performance Evaluation Optional Form: "Activities and Accomplishments" – mandatory

  2. Upon receipt of employee remarks/activities and accomplishments, the supervisor prepares the performance evaluation form, making sure beforehand to review the employee’s position description. Guidelines to assist the supervisor in completing this form can be found at the Libraries’ web page, Performance Ratings Guidelines, and within the Performance Evaluation Form Workbook.  
  3. Before distributing the completed evaluation to the employee, supervisors will submit a draft along with the a proposed overall evaluation rating to the department head.  The department head will submit the proposed overall evaluation ratings for the department using the Departmental overall rating form to Libraries’ Human Resources by the date indicated below.  A library-wide compilation will be made of the ratings for review by the University Librarian (or his designee).  After examination of the ratings, the University Librarian will indicate to department heads any changes that might need to be considered and when the performance evaluations may be distributed to the employees.
  4. The supervisor distributes the performance evaluation form and arranges a face-to-face meeting with the employee to discuss performance responsibilities, what is expected of the employee, and the performance ratings listed on the performance evaluation form.  The supervisor asks for employee input and encourages active discussion.
  5. During the conference, the supervisor and employee make any changes necessary to the position description that will form the basis for review during the next evaluation cycle. A copy of the revised position description is given to the employee at this time and the Libraries’ Human Resources department is notified that the position description has been changed.
  6. At the end of this conference the evaluation form is signed by the employee and the employee’s supervisor. An employee's signature does not reflect agreement with the assessment; it means only that the employee was given the opportunity to discuss the official review with the supervisor.
  7. The employee’s position description is signed by both the supervisor and the employee to confirm that a review of the document was completed. The signed position description is attached to the performance evaluation form.
  8. Following the evaluation conference, the signed evaluation form and position description are forwarded to the department head to review, sign and submit to the Libraries’ Human Resources department for inclusion in the employee's personnel file. The revised position description should also be sent via email to libjobs@uga.edu.

When an employee’s employment with the Libraries comes to an end, copies of signed performance evaluation forms for each year of employment are forwarded to UGA’s Human Resources department.  As with all University and Libraries records, all employee evaluation forms are subject to request under the Georgia Open Records Act.

Supervisor Review Process

As part of the larger performance evaluation process, all employees have the opportunity to communicate about the performance of supervisors in their administrative chain using the Supervisor Review Form. The purpose of this process is to provide another perspective that can be used in goal setting with the supervisor being reviewed.  This information is advisory in nature to the supervisor's supervisor and can be anonymous. 

Participation in the supervisor review process is not mandatory, but all employees are highly encouraged to participate in this process by using the form or by writing a letter or e-mail, or by a discussion with the supervisor's supervisor. 

All supervisory personnel will be evaluated on their performance as supervisors, which includes their administering of the annual performance evaluation process and adherence to the University's non-discrimination policies. Employee comments will be forwarded to the appropriate supervisor of the supervisor being reviewed, but will not be cited directly with the supervisor being reviewed.

Information collected from these forms is subject to disclosure under the Georgia Open Records Act.

Probationary Evaluation

New Employees:
All newly hired classified employees are required to serve the first 180 calendar days of work at the University on a probationary basis. A probationary evaluation is mandatory under University and Libraries' guidelines. Probationary evaluation forms are sent to the department head for review and then forwarded to the Libraries' Human Resources department. The completed probationary evaluation form becomes part of the employee's permanent personnel file.

Transferred/Promoted Employees:
A six-month evaluation for transferred/promoted employees is not mandatory under University or Libraries guidelines.  The Libraries, however, encourages a six-month evaluation as it creates an opportunity for communication between the employee and the supervisor regarding the employee's progress. Since this evaluation is not part of the employee's permanent personnel file, after department head review the evaluation is kept in departmental files. Employees who are transferred/promoted do not serve another six-month probationary evaluation period.

Monthly/Bimonthly Evaluation

A monthly/bimonthly evaluation of new employees is not mandatory under University or Libraries guidelines.  The Libraries, however, encourages a monthly evaluation as it creates an opportunity for communication between the employee and the supervisor regarding the employee's progress prior to the mandatory 180 calendar days probationary evaluation.  Likewise, a bimonthly evaluation is suggested for transferred/promoted employees a bimonthly process at the second and fourth months.  Since the monthly/bimonthly evaluation is not part of the personnel file, after department head review the evaluation is kept in departmental files. 

Timetable for 2014 Performance Evaluation Process

December 12, 2014
(date can be adjusted as needed by the supervisor) 
"Employee Remarks" (Classified Employees - optional);
"Activities and Accomplishments" (Libraries' Faculty form & Performance Evaluation Optional form - mandatory) due to supervisor
January 5, 2015 Supervisor Review forms due to Libraries' HR
January 12, 2015 Departmental overall rating levels due to Libraries' HR 
January 15, 2015 Overall rating levels are examined by the University Librarian (or his designee) and adjustments are requested as appropriate and necessary to achieve overall equity 
January 16 -  February 23, 2015 Performance evaluation forms and position descriptions are distributed and conferences are scheduled for discussion between supervisor and employee
February 23, 2015 Completed evaluations are due to Libraries' HR

The Libraries' guidelines listed above mirror closely the guidelines outlined for the University, but may vary slightly in order to meet the organizational needs of the Libraries. The guidelines for the University and the Board of Regents can viewed at the following sites:

UGA's Performance Evaluation of Classified Employees
Regents Academic Affairs Handbook
UGA Academic Affairs Policy Manual

SOURCE: Libraries' Human Resources, November 2009.